Administrative Coordinator, Graduate Education

About the Role

Harvard Medical School is seeking an Administrative Coordinator for Graduate Education. This role is an opportunity to shape the future of medicine by working at the heart of biomedical discovery, education, and innovation.

Key Responsibilities

• Manages and executes the appointment cycle each semester for GradEd master’s and Ph.D. students, temporary staff, and other academic employees.
• Ensures appointments are created, maintained, and extended accurately, on time, and in full compliance with federal regulations, collective bargaining agreements, and university policies and procedures.
• Identifies gaps in hiring and appointment policies and procedures, recommends new or revised policies, and implements standardized processes for consistency and compliance.
• Serves as the principal administrative contact for advising faculty, students, staff, and department administrators on compliance with HR hiring practices, Student Union and HAW appointment policies, and applicable collective bargaining agreement provisions for various academic positions.
• Manages all aspects of the student worker appointment process, ensuring compliance with federal and union policies, student funding policies, and working with faculty and students to resolve complex details and issues.
• Provides instruction for student funding adjustments and collaborates with colleagues across the University to ensure funding accuracy.
• Leads curriculum administration for the six OGE Ph.D. programs, managing course publication and advising faculty on course creation, structure, and scheduling.
• Serves as the principal point of contact for researching and resolving curriculum and enrollment issues, preparing reports and analysis on curriculum and enrollment data.
• Oversees student registration and enrollment process for the OGE Ph.D. programs, ensuring compliance with student and faculty policy.
• Serves as the primary resource for complex enrollment questions and produces enrollment reports.
• Primary responsibility for building the Student Worker budget, tracking spending, and highlighting variances.
• Generates budget projection models and reports for OGE Finance and leadership.
• Performs other administrative and office duties and special ad hoc projects as needed.

Requirements & Tech Stack

• College degree strongly preferred, or an equivalent of education plus relevant business experience.
• Experience working in higher education.
• High level of independent judgment, initiative, discretion, collegiality, professionalism, confidentiality, and attention to detail.
• Ability to work independently, identify priorities, and resolve administrative issues, with the understanding of when to escalate matters.
• Ability to evaluate, refine/develop, and execute effective, sustainable, and efficient processes and systems.
• Excellent organizational skills, with the ability to prioritize work in an environment with multiple and conflicting interests.
• Excellent written and verbal communication skills.
• Fluency in Microsoft Office applications.

Additional Information

• Standard Hours: 40 hours per week, Monday - Friday, 8:30 am - 5:30 pm.
• Harvard University is unable to provide visa sponsorship.
• Pre-Employment Screening: Identity.
• Interview Format: Will include both virtual and in-person components.
• Work Format: This position allows for some duties to be performed at a non-Harvard location. The specific work schedule and location will be determined by the department based on operational needs. Employees in hybrid positions must work in a Harvard registered state.

Qualifications

• 4 or more years of experience. Higher education may count towards experience.